PRIVACY POLICY

This policy sets out an overview of how all personal data that we collect or have provided to us directly or via your agency to our Evertime pay and bill system during the course of EdenGroup either providing pay and bill services to your Agency, or the supply of the Evertime system in order for your Agency to provide pay and bill services, which may involve collecting, holding and processing personal data about you.

For the purposes of this, data subjects are the individuals of whom your Agency holds and uses personal data, inclusive of working candidates engaged by Agency, Client Approving Managers, Agency employees, and Invoice Recipients at Agency Clients.

Please read the following carefully. By visiting www.evertime.co.uk you are deemed to accept and consent to the terms of this policy.

For the purposes of the Data Protection Act 1998 (the “Act”) the data controller is your Agency who have engaged you as a candidate, work with as client manager or employs you as consultant or administrator.

EdenGroup of Trafalgar Way, Camberley GU15 3BN, in all cases, is the data processor.

Summary of our Privacy Policy

Your privacy is extremely important to us so we only use the information you provide about yourself and your company when using this website to fulfil legal requriements. We do not share this information with any third party except to the extent necessary to answer your enquiry if that enquiry requires the involvement of a third party. We use return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties.

The information we collect

We may collect and process the following data about you:

• Information will be collected, held by your agency on the site for legitimate reasons as data controller purely for the purposes of carrying out payroll and billing services;
• Payroll and billing service may be carried out by EdenGroup to your agency as an outsourced service, and this is done for legitimate purposes by EdenGroup as data processor;
• Information that you provide by filling in forms by registering or engaging with your Agency may then be transferred to the site at www.evertime.co.uk (our ‘Website’) either directly entered via Agency Administrator or integration with Agency Front Office systems;
• Information that we hold and process will include personal data that can be used to identify you including Name, Address, Date of Birth, National Insurance number and your bank details, your email address, your organisation’s name if applicable;
• If you contact us, we may keep a record of that correspondence.

How long we may hold information

• Information will be held for as long as is necessary, and purely on a legal basis as required from legislative authorities in this jurisdiction.
• We must also retain your personal records once paid via evertime system such as pay, tax, NI, pension data as long as is required by HMRC and national minimum wage, social security and tax legislation.

When we might disclose your data to third parties

We may share your personal information with any member of our group, which means our ultimate holding company and its subsidiaries, as defined in section 119 of the Companies Act 2006, and companies under common ownership.

We may share your personal information with selected third parties including:

• Business partners, suppliers and other third parties (for example, HMRC) for the performance of the services agreed to be provided to you or to provide information requested by you or where such third parties or suppliers are engaged to provide services directly to EdenGroup;
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
• If EdenGroup or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements;
• Or to protect the rights, property, or safety of EdenGroup, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Our use of IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to analyse aggregate information. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern;
• To store information about your preferences, and so allow us to customise our site according to user needs;
• To speed up your searches;
• To recognise you when you return to our site.

How we protect your information

The data that we collect from you may be transferred to and/or stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for one of our suppliers. Such staff may be engaged in amongst other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share this password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data that you transmit to our site; any transmission is therefore at your own risk. Once we have received your information, we will use strict internal procedures and security features to try to prevent unauthorised access.

We also keep your information confidential. The internal procedures of EdenGroup cover the storage, access and disclosure of your information.

Google Analytics Demographics and Interest reporting

EdenGroup uses Google Analytics’s 1st party cookies with DoubleClick’s 3rd party cookies together to provide additional information on demographics and interests in our Google Analytics reporting.

We also use Google Analytics features based on Display Advertising (Google Analytics Demographics and Interest Reporting). To opt out of Google Analytics for Display Advertising and customise Google Display Network ads using the Ads settings please see Google’s Privacy Policy.

Your rights

The Act gives you the right to access information that we hold about you. Your right of access can be exercised in accordance with the Act

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us.

Our site may, from time to time, contain links to and from the websites of our clients and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to such websites.

Your consent

By submitting your information you consent to the use of that information as set out in this policy. If we change our privacy policy we will post the changes on this page, and may place notices on other pages of the Website, so that you are aware of the information we collect and how we use it at all times. We will also e-mail you should we make any changes so that you may consent to our use of your information in that way. Continued use of the service will signify that you agree to this policy and any such changes.